Department Secretary – Tax and Regulatory Services

Location: UAE
Experience Level: 3+ years of experience
Employment Type: Full-time

Job Summary

We are seeking a Department Secretary to provide efficient, proactive, and confidential secretarial and administrative support to the Tax and Regulatory Services department. The role ensures smooth coordination of client deliverables, internal operations, and compliance timelines while maintaining proper documentation and record management. The position plays an important role in supporting communication, administrative organization, and regulatory adherence within the department.

Key Responsibilities

Client and Document Support

• Review, format, and finalize client-facing documents including tax reports, legal opinions, engagement letters, and official correspondence in line with internal templates and brand standards.
• Ensure quality, accuracy, and confidentiality of all client deliverables and documentation.
• Coordinate translation, notarization, and legalization of documents, including liaising with external vendors such as translators, legal consultants, and embassy services.

Recordkeeping and Compliance Tracking

• Maintain accurate and structured digital filing systems for client and regulatory documentation.
• Track deadlines related to regulatory filings, tax deliverables, internal reviews, and client timelines.
• Monitor and update internal databases and trackers related to risk management, client onboarding, and engagement documentation.

Scheduling and Logistics

• Coordinate virtual and in-person meetings, including agenda preparation and calendar management for directors and senior managers.
• Arrange logistics for document execution, regulatory filings, and related appointments.
• Support internal workflows including timesheet reminders, travel arrangements, and administrative coordination across teams.

Client Coordination

• Liaise with clients on administrative matters such as document submissions, signature formalities, and delivery instructions.
• Support client onboarding processes including KYC documentation, NDA coordination, and engagement formalities.

Team and Operations Support

• Assist in onboarding new joiners, interns, and junior staff by coordinating access to department templates, tools, procedural guides, and document systems (excluding HR onboarding activities).
• Contribute to improvements in departmental administrative processes and support digitization initiatives.

Qualifications & Skills

• Bachelor’s degree in Business Administration, Management, or a related field.
• Strong document management, formatting, and administrative coordination skills.
• High attention to detail and ability to maintain confidentiality of sensitive information.
• Strong organizational and time management skills with the ability to manage multiple deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and document management systems.
• Excellent communication and coordination skills.

Experience

• 3+ years of experience in secretarial, administrative, or office support roles, preferably within professional services, legal, tax, or consulting environments.
• Experience handling client documentation, regulatory filings, and administrative coordination is preferred.